Marketing Ops Admin

Responsible for managing end-to-end reimbursement and administrative processes for nationwide marketing activities, ensuring accurate documentation, timely submission, and proper tracking of all operational expenses to support smooth execution and budget control.

About the Job :

1. Reimbursement & Settlement Management

• Collect, verify, and track reimbursement documents from field teams nationwide
• Ensure all submissions are complete, accurate, and comply with finance requirements
• Follow up proactively with field teams for missing or delayed documentation
• Maintain clear tracking of reimbursement status (submitted, pending, approved, paid)

2. Cash Advance Monitoring

• Track all cash advance requests and settlement status
• Ensure timely reconciliation and flag overdue settlements
• Coordinate with internal stakeholders to prevent delays in new fund requests

3. Documentation & Data Management

• Maintain organized and audit-ready documentation (softcopy & filing system)
• Standardize file naming and folder structure for easy tracking
• Support input and maintenance of expense tracking logs when required

4. Coordination & Operational Support

• Act as the main PIC for administrative coordination between marketing, field teams, and finance
• Ensure smooth communication flow for any reimbursement-related issues
• Support operational needs for marketing activities when required

About You:

• Minimum 1 year experience in admin / finance admin / operations role
• Experience handling reimbursement, invoicing, or expense tracking is a plus
• Experience supporting field operations / multi-location teams is a big plus
• Strong attention to detail and accuracy
• Highly organized and able to manage large volumes of data and documents
• Proactive in follow-ups and able to handle multiple stakeholders
• Comfortable working with Excel / Google Sheets
• Good communication skills (firm but polite when chasing people)